Effective [EFFECTIVE DATE]
Cohara is bookkeeping software for small-business owners, operated by [LEGAL ENTITY NAME]. This policy describes what the product collects, what it deliberately does not, and every outside company that receives any of it.
Your account. An email address and a password, held by our authentication provider. We never see the password.
Your business profile. The business name, industry, primary state, and optionally a tax entity type and fiscal year — the details reports and export templates need.
Documents you upload. Bank and card statements, receipts, invoices, check images, and spreadsheet or bank-download files. We store the file itself and the text read out of it.
Transactions. Dates, amounts, descriptions, the category you assign, and any note you add — whether they came from a document you uploaded or a bank you connected.
Connected accounts. The institution name, the account name and type, and the last four digits. See Bank connections below for what we hold to keep the connection working.
People you record. If you use the invoicing, vendor, or workforce features, you enter details about other people — customers, contractors, employees. That information is yours; we hold it so the product can show it back to you, and we do not use it for anything else.
These are enforced in the software, not just intended. Each is checked by an automated test that fails the build if it stops being true.
If you connect a bank, we use Plaid (and in some deployments, Teller) to do it. You sign in with your bank inside their window, and they return an access token that lets us read transactions. Cohara refuses the connection unless that token can be encrypted before it is stored. It is kept in a table your browser session has no permission to read and used only to fetch transactions and balances.
The connection is read-only. When you disconnect a bank, we tell the provider to revoke the connection at their end as well as deleting our saved copy of the sign-in credential — a disconnection that only tidied our own records would leave your bank authorized to share data with a company you had stopped using.
Transactions already in your books stay there when you disconnect, because they are your bookkeeping records. The accounts and bank transactions already imported are kept too, so disconnecting a bank never erases your history; it only stops new data arriving.
We do not sell personal information, and we do not share it for advertising. These companies process data because the product cannot work without them:
We may also disclose information if the law requires it, or to protect the rights and safety of people using the product.
If you connect a mailbox, Cohara uses Google (Gmail), Microsoft (Microsoft 365 or Outlook), or the IMAP and SMTP provider you choose. The owner grants access and can revoke it. Cohara synchronizes sender, recipients, subject, time, status, a preview, and message text so the owner can use inbox and draft views. Provider credentials and synchronized message text are encrypted before storage and cleared or made inaccessible when the mailbox is disconnected.
AVA may prioritize synchronized mail and prepare drafts only when the owner enables those permissions. AVA cannot approve or send a message. Every send requires a short-lived owner approval bound to the exact recipients, subject, and body, and that approval can be used only once.
Reading a statement happens on our own servers. On deployments where the operator has enabled the optional model-assisted reader, the text of an uploaded statement may also be sent to OpenAI to help identify transactions. The file itself is never sent, the text is not used to train anyone’s model, and the feature is off unless explicitly switched on.
A machine reading is never the last word. Anything uncertain is put in front of you to confirm, and nothing reaches your books without you filing it.
We keep your data for as long as your account exists, because bookkeeping records are useful to you for years — tax authorities generally expect them to be retained well after the year they belong to.
You can, at any time:
Some records may persist briefly in encrypted backups after deletion, and we may keep what the law requires us to keep.
Every table is protected by row-level security, so one owner’s data cannot be returned to another owner’s session even if a query is written wrongly. Bank and point-of-sale tokens are encrypted before storage; a new connection is refused if encryption is not available. The tokens are held where no browser session can read them. Traffic is encrypted in transit.
No system is perfectly secure, and we will not pretend otherwise. If a breach affects your information we will tell you.
Depending on where you live, you may have the right to see the personal information we hold about you, correct it, delete it, or receive a copy in a portable form. Write to compliance@coharaos.com and we will respond.
We do not sell or share personal information as those terms are used in California law, and we do not use it for targeted advertising.
Cohara is for business use and is not directed to anyone under 18. We do not knowingly collect information from children.
If this policy changes we will update the date at the top, and we will tell you directly if the change is material.
[LEGAL ENTITY NAME] — compliance@coharaos.com
Cohara organizes your records. It is not a tax, legal, or accounting service, and nothing in the product is advice.